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User Manual
New to ActiveBuilding or need a refresher? This manual contains
eight sections that will teach you all that you need to know to
effectively use your portal.
We will cover:
1. Staff Users
2. Resident Management 3. Messaging 4. Community Features 5. Account and Application Settings
6. RealPage Payments, Service Requests and Online Renewals
7. Operational Features
8. Concierge
For additional help please contact [email protected].
Page 2–5
Page 6–7
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Page 9–11
Page 12–13
Page 14–15
Page 16–18
Page 19–21
Staff Users
Signing in as a New User
Your portal is live and you’ve received your invitation email!
Now what?
3.
If you already have an existing staff
account for another property with the
same email, select ‘I have an Existing
Account’. To receive access, enter email
and password.
4.
Bookmark the URL for future logins at
<propertyname>.activebuilding.com
and enter your email and password.
Messaging
2.
If you are a new user, select ‘I am a New
User’. Fill out steps 1-3.
Resident
Management
1.
Select ‘Click Here to Get Started’.
Community Features
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
2
Staff Users
Adding/Removing Staff Users
You can’t do it all by yourself!
3.
To remove or edit staff, select a staff
user. Next, select ‘Edit Manager’ or
‘Delete This Manager’.
Messaging
2.
Enter name, title, messaging groups
(optional), user access, email and invite
by email.
Resident
Management
1.
To invite staff, go to My Dashboard >
Staff Management > Invite Staff User.
Community Features
Account and
Application Settings
Brenda Sills
Brenda Sills
Concierge
3
Operational Features
4.
One email per account is allowed.
However, staff can have an account
at multiple properties using the same
email. When registering for another
property they will need to select, ‘I
have an Existing Account at another
ActiveBuilding Portal’ and enter their
email and password.
RealPage Payments,
Service Requests and
Online Renewals
Don Ochoa
Staff Users
Logging In
You can access ActiveBuilding on your desktop or
mobile device!
Account and
Application Settings
4.
Acceptable browsers include:
• Internet Explorer 9, 10 or 11
• Chrome – latest version
• Firefox – latest version
• Safari on a Mac
Community Features
3.
Users can now sign in with Facebook
to access their ActiveBuilding portal.
The only requirement is that the user’s
Facebook email is the same as their
ActiveBuilding email.
Messaging
2.
If you forget your password, select the
‘Forgot’ button, located in the right side
of the password box. Enter your email,
submit and check your inbox to confirm
your account and set a new password.
Resident
Management
1.
Bookmark the URL for future logins at
<propertyname>.activebuilding.com
and enter your email and password.
Alternatively, if your property purchased
the LeaseStar product through RealPage,
ActiveBuilding will automatically redirect
from your marketing website.
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
4
Staff Users
Enterprise Users
Stay in the loop with what is going on in your portfolio!
Messaging
Josh Sanders
Scott Loydens
Community Features
2.
This account includes access to
community activity, registration rates
and usage stats (up to three months).
Resident
Management
1.
Enterprise accounts are typically
for corporate level employees
who want an overview of what
is going on at multiple properties.
Bookmark the URL for future logins
at login.activebuilding.com or
<propertyname>.activebuilding.com
and enter your email and password.
Account and
Application Settings
Operational Features
4.
Enterprise users are able to send and
receive messages; however they do
not have an inbox or sent mail folder
like staff users. They will not be able to
use any ActiveBuilding apps with their
enterprise username and password.
They will be able to sign in on their
mobile device.
RealPage Payments,
Service Requests and
Online Renewals
Concierge
5
3.
Additionally, enterprise users are able to
log in to any property as an admin user
that they are allowed access to.
Staff Users
Adding/Removing Residents
Make sure your residents receive important updates and
notifications from the community!
1.
Messaging
To send an email invite to a resident
the day they are added in OneSite,
go to the ‘New user? Get started now’
workflow on right side of login page
i.e., <propertyname>.activebuilding.
com. Next, fill in unit, name and email
exactly as it appears on leasing
documents. If there is a match they will
receive an email invite shortly.
Resident
Management
OneSite Users–ActiveBuilding syncs with OneSite every morning to update move-ins, transfers and move-outs
from the previous day. Current residents will receive an email invite during this sync.
Other Users–You will want to include ActiveBuilding in your move in and out process.
Concierge
6
Operational Features
*For more on how to register, see page 2, Signing in as a New User
RealPage Payments,
Service Requests and
Online Renewals
4.
Residents can also request access to
join through the ‘New user? Get started
now’ workflow on the login page by
selecting ‘I do not have a PIN’. If a
resident requests access to join, access
requests from residents will appear under
My Dashboard > Access Requests to
approve or deny.
Account and
Application Settings
3.
To add a resident, fill in name, unit,
email and select invite by email or print
invitation. To move a resident out or
transfer to a new unit, select resident or
a unit. Next, select ‘Move out Residents’
or ‘Transfer residents to a new unit’ >
select all applicable residents.
Community Features
2.
To add a new resident, go to My
Dashboard > Resident Management
> Resident Action drop down menu
> Add a New Resident. Or you can
import multiple residents at once by
selecting ‘Import Residents’ from the
drop down menu.
Staff Users
Unregistered Residents
Increase registration to ensure all residents are receiving
the full benefit of ActiveBuilding!
3.
To re-invite all unregistered residents,
select the Resident Action drop down
menu > Re-invite residents > Re-invite.
From here you can also export all
resident data by selecting, ‘Export All
Resident Data’.
4.
To see how many residents have
registered, go to Resident Management
> select the colorful bar graph icon to
the right of Resident Lookup.
Messaging
2.
To re-invite an unregistered resident go
to User Lookup, search for unregistered
resident and click into their name
> select Re-Send Invite > Invite or
change email > Invite.
Resident
Management
1.
To check to see if a resident is
unregistered, go to My Dashboard >
Resident Management. Unregistered
residents will have a question mark in a
silhouette next to their name.
Community Features
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
7
Staff Users
Messaging
In addition to email notifications there are text and
voice notifications!
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
4.
Before a resident can get texts they
need to set text notifications by entering
their mobile number. A 4-digit verification
code will be sent to their mobile number
that they will enter.
Community Features
3.
All registered residents will receive
email messages unless they opted
out. You can help direct residents to
change those settings by going to
Account > Notifications.
Messaging
2.
Staff users can send text and voice
notifications to residents by selecting the
‘Advanced Delivery Options’ link below
the message box.
Resident
Management
1.
To send a message, select ‘Send a
Message’ in your Quick Links. You can
select a group to send the message to
under ‘Add Groups’ or type the user’s
name, unit, or group in the ‘To’ box. All
messages are a blind copy, additionally
there is no reply all feature.
Operational Features
Concierge
8
Staff Users
Getting Started Best Practices
Add content to give an overview of what is going on in
your community!
Resident
Management
1.
Add a starter post welcoming residents
to the portal i.e., “Welcome to our
new community portal! What does
everyone think?”
Danny Garcia
Messaging
RealPage Payments,
Service Requests and
Online Renewals
4.
Inform your residents of all the ways they
can reach you by adding general info.
Go to My Community > General Info
> select pencil icon by hovering over
community title to add office hours and
contact info.
Account and
Application Settings
3.
Featured links help your residents
find more useful resources in your
community. Set these to display on
home page under Featured Links >
Manage > Add New Link > check
featured link box.
Community Features
2.
To give an overview of what is going
on in the community you can create
an announcement. To do this go to
Announcements > Manage > Post
Public Announcement.
Operational Features
Concierge
9
Staff Users
Community Activity Wall
An exclusive place for staff and residents to communicate
with each other!
3.
Groups are interest groups that you
have joined. Instead of posting to the
entire community, users can select a
group that they have joined to post to.
4.
Additionally, you can chat online with
other staff and residents by clicking
into the grey chat box in the lower
right hand corner of the screen and
select someone’s name. If you have an
ActiveBuilding question, you can also
select the Support tab on the left side of
the screen.
Messaging
2.
Staff can add documents and even
organize in folders! You can add a
document directly to the home page
by attaching a file. Or you can store
under My Community > General Info
> Add document – when documents
are added through this workflow it will
automatically generate an activity
post.
Resident
Management
1.
The community activity wall is a wall
of updates from residents and staff;
including events, marketplace items,
recommendations and polls.
Community Features
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
10
Leslie Kipson
Staff Users
Managing Community Activity
No double posting necessary!
Resident
Management
1.
You can have updates post to both
ActiveBuilding and Facebook or Twitter
by checking the social media box
before posting. Setup these integrations
by going to My Dashboard > Application
Settings > Social Media.
Leslie Kipson
Josh Sanders
Messaging
RealPage Payments,
Service Requests and
Online Renewals
4.
Resident Satisfaction Surveys can be
turned on to help gauge how your
community feels. To turn on go to My
Dashboard > Application Settings
> Modules and Features > Resident
Satisfaction Surveys.
Account and
Application Settings
3.
Decide if you want to see your residents
message before posts or not. Go to
My Dashboard > Application Settings >
Modules and Features > Filter Content for
Profanity and/or Content Approval.
Community Features
2.
Daily digest emails summarize that day’s
happenings as another way to keep
everyone informed. Registered users
can opt out of receiving in Account >
Notifications Settings.
Operational Features
Concierge
11
Staff Users
Application Settings
Customize notifications and the look and feel of the portal!
To edit your Application Settings, select My Dashboard > Application Settings from your ActiveBuilding home page.
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
4.
To add a new unit in the Community
Portal, access the Unit Configuration tab
and select ‘Add Unit’. Fill out the popup form with the correct unit number,
floor number, and building name/
number, and click ‘Add Unit’. For OneSite
and other users set up on a resident
CSV integration, please make sure the
Corporate Unit ID is also filled out.
Community Features
3.
You can change the look and feel of
your portal by going to My Dashboard >
Application Settings > Look & Feel. Here
you can select a new background or
upload a Community Banner and Link to
URL (optional) which will display on your
home page.
Messaging
2.
To edit/preview notifications or add a
message template, you can do so by going
to your System Notifications. If you’d like
to customize the look of the notifications
that come from ActiveBuilding you can
provide us with hex codes colors for the
main background, header background and
header text. You can also provide a header
image (JPG or PNG, ideally no larger than 240
pixels wide) and footer image (JPG or PNG,
must be 580 pixels wide).
Resident
Management
Concierge
12
1.
You can edit the way your property
name appears at the top of your portal.
To change the name of your property
with the preferred wording, access the
‘General’ tab > Community Name >
Save Changes.
Staff Users
Account Settings
How to change your account, notification and
privacy settings!
3.
To edit your privacy settings, select
‘Privacy Settings’.
Community Features
2.
Stay current with what is going on in the
community by logging in daily and/or
opting in to receiving all notifications. To edit
notifications, including the ability to receive
text notifications (or voice notifications for
residents) select ‘Notification Settings’.
Messaging
1.
To change your name, email, and
password or set an out of office
notification, select ‘Account Details’.
Resident
Management
To edit your settings, select Account > Personal Settings in the upper right of
your ActiveBuilding home page.
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
13
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
4.
Approved applicants that have been
assigned a unit number can make a
payment through the ‘New user? Get
started now?’ workflow on the right side
of the login page listed previously.
Stephanie Backers
Account and
Application Settings
3.
Former residents can make a payment
for up to 90 days after move out by
logging in with their email and password
at <propertyname>.activebuilding.
com. However, in OneSite if the box is
unchecked in the ‘Resident profile’ tab
for ‘this resident has access to the secure
resident portal and following features’
they will not be able to make payments
as a former resident.
Tabitha Falloroy
Community Features
2.
Registered residents will be able to
utilize RealPage payments, service
requests and online renewals from
their portal under their Quick Links
or the My Dashboard drop down
menu. To be added in ActiveBuilding,
current residents must have an email,
be marked as an occupant, cannot
be a cosigner or guarantor and their
age must be greater or equal to 18 or
left blank in OneSite to be added in
ActiveBuilding.
Messaging
Concierge
14
1.
Staff will manage RealPage payments,
service requests and online renewals
from OneSite.
Resident
Management
Residents can make payments and submit service requests from
their desktop or their mobile device!
Staff Users
Navigating Payments, Service
Requests and Online Renewals
Staff Users
Troubleshooting
If a resident receives an error, what should you do? Please check
for the following settings in OneSite.
3.
In order for residents to make a
payment, submit a service request,
or online renewal they must have a
resmID listed in ActiveBuilding. To find
the resmID for the resident you will need
to look in OneSite for a report named
Contact Level Details. Next, add it in
ActiveBuilding under My Dashboard >
Resident Management > select Resident
whose resmID is missing > Under Basic
Info add Corporate ID.
4.
For payments, residents cannot be
flagged for eviction, collections or
do not allow check payment under
special/collection status.
Messaging
2.
It could be because the resident is
disabled in OneSite under their resident
profile tab. The online rent payment
and service request boxes need to be
checked.
Resident
Management
1.
Residents must have an email listed in
OneSite.
Community Features
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
15
Staff Users
Service Requests
Users can submit requests 24/7!
3.
When a resident adds a service request,
they will receive an automated response
letting them know that their request
was received. You will also receive a
notification letting you know that a
resident submitted a request. When
you update the status of a request the
resident will be notified.
4.
There is an iOS app for staff to manage
service requests called ActiveDesk. It is
free to upload.
Messaging
2.
To add a service request, go to your
Quick Links and select Submit a Request
or go to My Dashboard > Service
Requests > Add Request on Resident’s
Behalf. Fill out the information.
Resident
Management
1.
You will manage in ActiveBuilding under
My Dashboard > Service Requests.
Community Features
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
16
To edit your settings, select My Dashboard > Lobby Display Screen from the home page.
2.
A custom slide is a bigger, more visual
way to display announcements to your
community. To do this go to Custom Slides
and add a new slide. You can remove
custom slides at any time, or choose a
start and end date for the slide.
3.
If you have a resident who wishes to
receive email or text notifications when
you log a package for them, but does
not want their unit number displayed
on your lobby display screen you can
do this under LDS Package Settings >
Privacy > Hidden Units on Lobby Display
Screen.
4.
Packages, custom slides, events,
announcements and local offers
currently show up on the LDS website.
Messaging
1.
You can change your theme by
selecting Energized, Traditional, Black Tie
and Legacy.
Resident
Management
The Lobby Display Screen (LDS) is a specialized web view for your
ActiveBuilding portal that is designed for large TV screens in your
building lobby.
Staff Users
Lobby Display Screen
Community Features
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
17
Staff Users
Other Operational Features
Replace paper logs and streamline services!
To turn on features, go to My Dashboard > Application Settings > Modules and Features > select feature and switch ON > Save
Changes.
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
4.
There is a Resident Satisfaction Survey
that is based on a net promoter score
survey. It asks one simple question,
‘would you recommend <property
name> to a friend?’ They are used to
help gauge what is going on in the
community and keep resident feedback
even more internal. The Resident
Satisfaction survey will appear for staff
only under My Dashboard.
Community Features
3.
Residents can find Internet, TV, and
electric providers in their area, they can
compare local providers and prices and
sign up for multiple services all in one place
and all with the guaranteed best prices.
MyUtilityConnections can be found under
My Community > General Info.
Mike Roads
Messaging
Concierge
18
2.
You can keep track of parking and
storage spaces under My Dashboard >
Parking and Storage.
Resident
Management
1.
Front Desk Instructions allow residents
and staff to add authorized guests. To
add a guest, go to Quick Links > Add a
Guest. Or you can add guests using our
iOS ActiveDesk app. Staff and residents
will receive a notification when a guest
has been added for the unit. To view
active authorized guests go to Quick
Links > Resident Lookup.
Staff Users
Package Tracking
ActiveBuilding’s most popular feature!
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Dustin Thompson
Operational Features
4.
All archived packages will appear under
the archive tab. Here you can view
package details and search packages
(even export details).
Community Features
3.
To sign a package out, go to My
Dashboard > Package Tracking > select
package from the Active Packages tab
> Sign Out. If a signature is required in
your Application Settings, you will need
to collect a signature before submitting.
Messaging
2.
Select the package carrier type, unit
number or residents name and the
tracking number > select Submit.
Residents will receive a new package
notification in real-time (even if they
are unregistered). Registered residents
can choose to receive text or voice
notifications in their notification settings.
Resident
Management
Concierge
19
1.
To add a package go to My Dashboard
> Package Tracking > select Add
Packages in the upper right corner
or select Package Tracking from your
Quick Links. To add a package through
the desktop portal you will use a
scanner. There is also a staff iOS app for
logging packages, ActiveDesk.
Staff Users
Amenity Reservations
Users can submit 24/7!
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
4.
Additionally, there is a calendar view
under My Community > Amenities >
Show Calendar that will show details by
hovering over the reservation.
Community Features
3.
You can also view past reservations for
up to two months in this same section by
selecting the ‘Past Reservations’ option
from the ‘Upcoming Reservations’ drop
down list.
Messaging
2.
You will also receive a notification letting
you know that a resident reserved an
amenity. To approve, deny or cancel
an amenity go to My Dashboard >
Reservations. When a reservation status
is updated the resident will be notified.
Note: there are no double bookings of
reservations.
Resident
Management
Concierge
20
1.
Staff and residents can reserve an
amenity under their Quick Links >
Reserve Amenity > select amenity to
reserve > Reserve This Amenity. When
a resident reserves they will receive an
automated response letting them know
that their request was received and that
it will be reviewed.
To turn on features, go to My Dashboard > Application Settings > Modules and Features > select feature and switch ON > Save
Changes. All features will show under My Dashboard.
2.
Front Desk Instructions allow residents
and staff to add authorized guests.
Clients on the concierge package can
also log a visitor and release a key using
this feature either from My Dashboard
or Resident Lookup > Active Guest(s) >
Active Instructions > Actions > Release
Key or Log as Visitor.
3.
The inventory log can be used to keep
track of which residents have checked
out inventory and view the history.
Some items you can use this for include:
movies, DVDs, carts, tools, etc.
Messaging
1.
You can issue printable parking passes to
guests and even allow residents to issue
a pass themselves.
Resident
Management
Replace paper logs and streamline services!
Staff Users
Parking Passes, Key, Entry and
Inventory Logs
Community Features
Account and
Application Settings
RealPage Payments,
Service Requests and
Online Renewals
Operational Features
Concierge
21